Parts of a Business Letters
” You should only capitalize
Sender’s address. Optimally, you want to
have a printed company letterhead.
Letterhead, similar to having a company
website, conveys that your business is
legit. But even if the address is simply
typed at the top, including your address
plays a practical purpose, because you
don’t want the recipient to have to look up
your address in order to send a response.
Date. Whoever receives the letter needs
to know when the letter was written. It’s
best to use a standard U.S. format.
(Here’s an example: September 20, 2018.)
Recipient’s address. Include the
recipient’s address so that you have the
information readily available for printing
out the envelope. A full recipient address
also helps ensure the letter doesn’t get
lost in the office shuffle wherever you are
sending it. The first line should be the
name, including any honorifics such as
Mr., Ms., Dr., etc. The second line is the
recipient’s job title. Their company’s name
goes on the third line. The remaining lines
include street address, city, state, and ZIP
code.
Salutation. A “To whom it may concern”
or “Dear Sir or Madam” is a good way to
ensure that your letter goes nowhere. Find
out the name of the person who should
receive the letter, even if you have to do
some searching on Google or LinkedIn, or
call the company.
Body. Time is money in the business
world, so get down to business and
quickly make your case or communicate
your message. Stay professional, be clear
and concise, and quickly convey the point
of the letter.
Closing/signature. Stick with a more
formal closing such as “Sincerely” or
“Thank you.
the first word of the closing. Remember to
follow the closing with four lines of space
in order to make room for your signature,
which demonstrates your personal stamp
of approval of the letter’s contents.
Enclosures. If there are additional items
to enclose with the letter, it’s best to list
them, so that the recipient remembers
what was included with the letter. Include
enclosures three lines below your
signature or one line below the typist’s
initials. Use this style if, for example, you
want to indicate that there are two
enclosures: Enclosures (2). If you want to
list each separate item, use this style:
Encl: product brochures (2), product
photos (3).
Types of Business Letters
Cover letters. Sent with a package,
report, or other items, the purpose of a
cover letter is to describe what is enclosed
and provide a description of what the
receiver should do with it.
Thank you letters. These can be great for
networking and relationship building. Don’t
just write a, “Thanks for,” and leave it at
that. Provide more details about what they
did and how it helped you, and then close
with the second expression of
thankfulness.
Complaint letters. The key to these types
of letters is to demonstrate that you are
displeased without being over-the-top
angry. Suggest how the receiver of the
letter might correct the situation.
Adjustment letters. This is a response to
a complaint letter. The point is to be
humble in the response and to offer
potential solutions. You want to avoid
burning bridges and instead use your
response as a relationship-building tool.
Bad newsletters. The key with bad Resignation letters. This is about giving
newsletters is to soften the blow. Being notice that you are leaving a position,
direct is valued in business writing. But providing a last day of employment, and
when writing bad newsletters, it’s best to explaining what is causing you to leave.
remind the receiver about what actually
works in your business relationship before
breaking the bad news to him or her.

Acknowledgment letters. They are

meant to acknowledge that you received
an item from someone, or that you are
aware of a fact or error they pointed out.
Let the receiver know when you received
the package or information, and then
thank them for it.

Memos. Often used to spread important

news and directives inside a company, the
point with memos is to be fast and to the
point with your communications.

Congratulatory letters. The idea with

these types of letters is to stay on point
and avoid sounding over-the-top or
mocking. Describe what motivated you to
send congratulations and the positive
feedback that you have already heard.
Keep the letter concise.

Response letters. This is about

explaining or listing how a request was
fulfilled.

Letter of request. The key with these

types of letters is to ask for help without
groveling or being overly emotional. Take
a hard look at the adjectives you’re using
in the letter.
Sales letters. These letters require a
strong call to action or hook at the
beginning so that the receiver continues to
read and discovers the benefits of
whatever you are selling. Make sure to
provide information so that they can easily
respond.
1. Clich'e - stereotype saying
2. tete-a-tete - private conversation
3. vis-a-vis - face to face
4. per se - by or itself
5. modus operandi - system or style
6. bona fide - official
7. status quo - position
8. finesse - refined
9. vendetta - vengeance
10. en toto - entirely
11. a la carte - to the menu
12. coup-de-etat - military take over
13. ad hoc - committee
14. avant-garde - new or unusual
15. bourgeoise - Middle Class
16. debris
17. Bona petit - Enjoy your meal
18. petit monde - small world
19. en masse
20. entrée
21. fiasco - complete failure
22. genre - class
23. magna carta
24. rendezvous - meeting place
25. potpourri - fragrant mixture of dried
petals
26. cocoa
27. non de plume - pen name
28. milieu - person's social environment
29. tsunami - long high sea wave
30. mea culpa - my fault
31. mardi-gras
32. Merci Beaucoup - Thank you very
much
33. Bon voyage - Happy Journey
34. literati - educated class
35. Carpe diem - seize the day
1. It is a common clich’e,' With
experience comes wisdom, and with
wisdom comes experience."
2. He was having a private conversation. It
was a real tete-a-tete between him and
his manager.
3. My friend and I stood vis-a-vis the
crowded train.
4. The song perse wasn't a bad choice.
5. The modus operandi of the burglar
was similar in ransacking houses.
6. She has established her position as a
bonafide celebrity.
7. The CEO has no desire to change his
current status quo.
8. The lady wore it with the finesse of a
duchess.
9. Smith had been tempting fate by
conducting a personal vendetta against
Byron.
10. The Judge accepted the testimony
entoto.
11. It was more expensive to eat a la
carte.
12. The coup-de-etat seemed to have
failed.
13. The Mayor appointed an Adhoc
Committee to study the project.
14. William's work is very unusual, even
avant-garde!
15. The Princess was ostracized for
marrying a rich bourgeois.
16. She was hit on the head of the flying
debris.
17. It is polite to say something like, " Bon
Appetit" or "enjoy!" before sharing a meal.
18. What a small world! Le monde est
petit!
19. It was during the time that pilots
thought that US Air Corps adopted their
planes en masse.
20. Her wealth and reputation gave her
entrée into upper—class circles.
21. Anne might have a fiasco on her
hands if she doesn't act quickly.
22. She’ll read a book in any genre
imaginable.
23. The Board of Directors will have 6
months to write a new magna carta.
24. There was a time when the Ton Hall
was considered as a club and social
rendezvous.
25. It was a potpourri of ingredients that
yields a fragrant scent.
26. He sipped his cocoa from a sticky cup
filled with marshmallows.
27. He writes under the non - de plume of
Alison Cooper.
28. Because my father grew up in the
military milieu, he knew he wanted to join
the armed forces when he graduated from
High School.
29. The island was devastated by the
tsunami.
30. Many of the banks involved in the
scandal has pleaded mea culpa.
31. We’re going to Brazil for a mardi-gras.
32. No merci - John took his luggage and
leave.
33. This extra special “Bon Voyage”
comes to enjoy your trip in any kind of
way.
34. He belonged to a family, not a literati.
35. His attitude towards life is Carpe
Diem.
Writing the Paragraph
Methods of Paragraph Development
Enumeration
Enumeration is presumably the -easiest
method of paragraph development. You
just mention the items you intend to
include in your paragraph one after the
other. These items of information should
all be related to one basic point you want
to bring out.
Example: Behind the doors, scientists are
working to end aging disease and pain.
Here are some of the startling advice. Pigs
are cloned to transplant organs to save
the dying. Computer chips are implanted
in the brain to conquer.
Illustration
Another method of developing a
paragraph is by illustration. The use of
verbal pictures to clarify your point. You
may give examples or specific instances
selected to make the point of the topic
sentence vivid or relate anecdotes which
are brief stories to present your point
graphically. Illustrations are usually
introduced by expressions like for
example, for instance, such as, and take
the case of.
Example: Drug interaction can cause
serious problems. For example, Posicor,
an anti-hypertensive drug, was taken off
the market because it could cause blood
pressure to drop when heart medications
(introduced by for example).
Anecdote: Zena McAdams has lived with
a heart condition that caused chronic pain
for many years. She took OTC Ibuprofen.
She says, ‘I took lots of it”.
Comparison and Contrast
When you compare persons, things, or
situations that are similar in certain
respects, you focus on those features
which they are alike or the same. When
you contrast persons, things, or situations,
you focus on their differences.
Example: What differences are there
between a cold and flu? Both are caused
by a virus. A cold is an infection of the
upper and sometimes lower respiratory
system. Flu is likewise in infection of the
upper and lower respiratory tract but it can
lead to bacterial pneumonia. Common
symptoms of a cold are stuffy or runny
nose congestion, coughing, sneezing, and
sore throat. Common symptoms of the flu
are sudden high fever (over 38 degrees),
joint and muscle pain dry cough,
headache, sore throat, and extreme
exhaustion.
Cause and Effect
Another method of paragraph
development is the cause-effect
framework. This may present the causes
first and move toward the effects, or begin
with the effects and move toward the
causes. You may or may not have an
expressed topic sentence when you use
this method of development.
Example: If bird flu mutates and gains the
ability to transmit as easily as normal flu-
and scientists say that is a real possibility-
it could trigger a worldwide pandemic
similar to that in 1218. Such a pandemic
could infect 25-30% of the world's
population and kill up to 100 million
people.
Informal
- If users know how search engines work
they can deal better with them.
 Estrada decided to escape to safety.
Formal Complain
- An understanding of the fundamental 2. A laudable project of the American Idol
operations of the search engine will reality show is when it dedicates an
provide an improved user interface. episode to give back that episode’s
earnings to charity. Donate
Academic Writing, Technical Writing 3. Almost every week, leaders of transport
Business Communication groups start on the fluctuating price of
oil products with angry demonstrations
1. The week-long power shortage used up and press releases. Negotiate
the store’s entire stock of batteries. 4. Studies have shown that those who
(consumed) suddenly come by large sums of
2. The candidate’s loyal supporters money, as in winning the lotto,
gathered around in the central plaza. eventually lose it all. Acquire
A___________ 5. Black propaganda should not influence
3. The committee was formed to look into the voters negatively when they weigh
the reports of plagiarism. I___________ up candidates. Evaluate
4. The newly installed system has enabled 6. If you are a fast reader, you can
offices to throw away outdated files. browse through a whole newspaper
D_____________ within ten minutes. Scan
5. Smoking marijuana is said to help 7. Showbiz personalities should not allow
cancer patients put up with the adverse reporters to delve into their personal
side effects of chemotherapy. lives. Follow
T_____________ 8. If you are holding a particularly
strategic position, you should stand up
and exploit it to your advantage. Rise
9. If good people do nothing, the bad will
prevail over the good. Overcome
10. When a camera’s lens can no longer
take in all the faces in a large-group
portrait, the photographer asks
everyone to squeeze in. Compress
11. Always aim for the highest level of
artistry during rehearsals, and the
Acquire Rise Admit performance will take care of itself.
Evaluate Overcome Reject Seek
Donate Compress Charge 12. Even when he was already charged in
Negotiate Complain Defer court, Micheal Jackson’s personal
Scan Remain Abandon doctor still would not own up to any
Follow Explore Seek wrongdoing. Admit
13. Never put off for tomorrow what you
can do today. Defer
Two-Word Verb 14. Despite reservations, new hires should
conform to the culture of the office.
1. It was when the protesters at EDSA Admit
began their move to march on 15. Whenever a crisis strikes, we ask the
Malacanang that former President Lord to abide with us and help us
through. Remain
 24. Our family are going on a long
Check for Understanding vacation in the summer.

1. Roch, not her trainees, are(is) going to Abbreviations

the manager’s office.
2. Everyone are(is) invited to attend to the 1. ASAP - As soon as possible
meeting. 2. Re - Subject
3. Marie, along with a few members of her 3. SOP - Standard Operating
team, suggests that the party be held in Procedure
the office. 4. VIZ. - namely
4. One third of her class are(is) taking the 5. i. e. - that is
test right now. 6. Ex. - example
5. Nobody is allowed to leave the 7. e.g. - for example
classroom until the bell rings. none 8. et. Al. - and others
6. Ninety percent of the applicants 9. AKA - also known as
has(have) no call center experience. 10. CEO - Chief Executive Officer
7. Neither Jean nor her bosses knows 11. NATO - North Atlantic Treaty
about what happened. Organization
8. Abbey, along with her pet Fitti, is going 12. DNA - Deoxyribonucleic Acid
to the vet today. None 13. CPU - Central Processing Unit
9. Fifty percent of the profit are(is) what 14. LTD - limited
James needs to give to charity. 15. BKKPG. - Bookkeeping
10. None of the fruits is ripe. 16. cc. - carbon copy
11. Physics is what Mr. Nguyen teaches. 17. CPA - Certified Public Accountant
12. A hundred miles is all she needs to 18. Atty. - Attorney
travel to get there. 19. Hon. - Honorable
13. Autumn leaves are the title of her new 20. BPO - Business Process
book. Outsourcing
14. My teacher and friend is coming over 21. TRO - Temporary Restraining
to visit me today. Order/ Transcript of Records
15. The number of complaints has 22. pp. - pages
doubled in the recent month. 23. COLA - Cost of Living
16. A large number of applicants do not Adjustment/Allowance
have call center experience. 24. Acct. - Account/Accountant
17. The herd of sheep are grazing on the 25. SMART - Specific, Measurable,
field. Attainable, Realistic, Time-bound
18. Would you believe that oxygen are 26. KISS - Keep it short and simple
now sold in bottles? 27. OT - Overtime
19. After the ceremonies is Shakesperian
plays.
20. Her staff are not so sure whether to
hire a new trainer or not. He descended down the steps to the
21. A lot of sugar are needed for this
cellar.
recipe.
22. Her pants doesn’t fit her that well.
23. Right in front of our house is three
A. Descended
small stores.
B. Down
 C. the steps that

I hope you will return again soon. overflowed

A. Return
B. Again
the town
C. soon

He fell down from the top of the house.

To find my keys, I retracted my steps

A. Fell
B. Down back to my front door. *
C. the top

1/1
The things he took away he restored
again.
retracted
A. Away
B. Restored my steps
C. again
back
After sitting in silence for most of the
school year, James finally spoke out
loud to the whole class.

spoke out
It is equally the same to me whether I
loud
have it today or tomorrow.

to me
whole-class

whether

The river caused a flood that

it
overflowed the town. *

1/1
We like the incumbent candidate who tallest

is now in office. *
all

0/1

brothers
incumbent

He was a negligent driver due to

candidate
because he was careless. *
is now

1/1
Correct answer

negligent
is now

due to

because he was careless

He was the first of all at the meeting. *

1/1

first Whenever I pass the house, he is

always at the door. *
of all

1/1

at
pass

always

He was the tallest of all the brothers. *

1/1 at the door

On their way home, the girls stamped 1/1

noisily by our room. *

cooperate
1/1
together

stamped

noisily these

by our room
Katie both woke me at 4:00 AM in the
morning as well as kept me up all
night. *
Bianca is a talented 15-year old
teenager, but I feel a biography of her 1/1

life is premature *
A.M.
0/1
in the morning

a biography of

her life up all night

is premature
I landed the fish; I removed the hook

Correct answer
from the fish; the fish bit me, I finally
lost the fish overboard. *

a biography of
1/1

I landed the fish

If we cooperate together, we can avoid
these inadvertent errors. * the fish bit me
 overboard The order was to cancel the strikers
immediately by James.

The manager, Att. Alvin Patorito, in this

study direct of their staff and making
decisions
I asked for a banana, and a waitress
We discussed our college fair plan in
brought me the crescent-shaped
connection with our foundation day
yellow fruit. * celebration

It is now thought that Saturn, as well as

0/1 mars, has some form of life.

A number of women were selected for this

crescent-shaped mission.

yellow The money was deposited in the bank

Misunderstanding between students and

players is the cause of flight.

fruit
About 90% of our reaction determines our
attitude
Correct answer
Her beauty, nor her talents, attract us

crescent-shaped Mrs. Libranda, together with her husband

wants to see the site for the project

Our adviser and teacher in Philosophy is

Prof. Pajarin
The general consensus of opinion was
that Alyssa Edwards was the winner. Ten percent of the respondents are female

Three drivers sold the weighing scales

general
Lalamove sent the baggage

The accountant scolded the laborer.

consensus
The plan supervisor visited a laboratory

of opinion The engineer kept the worker busy